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Practical Information Note Vienna Conference on Protecting Civilians in Urban Warfare October 1 and 2, 2019 Practical Information Note Table of contents 1. Date and venue .......................................................................................................................... 3 2. Sessions ...................................................................................................................................... 3 3. High-level opening ..................................................................................................................... 3 4. Reception ................................................................................................................................... 3 5. Registration and accreditation .................................................................................................. 3 6. Badges and access ..................................................................................................................... 3 7. Conference website ................................................................................................................... 4 8. Press and media ......................................................................................................................... 4 9. Visa ............................................................................................................................................. 4 10. Sponsorship programme for Least Developed Countries ........................................................ 4 11. Transportation ........................................................................................................................... 5 12. Accommodation ........................................................................................................................ 5 13. Arrivals ........................................................................................................................................ 5 14. Delegation working area ............................................................................................................ 5 15. Bilateral meetings ...................................................................................................................... 6 16. Interpretation services ............................................................................................................... 6 17. Medical and emergency services ............................................................................................... 6 18. Contacts ..................................................................................................................................... 6 Annex 1: Information on visa applications .......................................................................................... 7 Annex 2: General information ........................................................................................................... 10 2 This Practical Information Note provides delegations with information on the administrative and logistical organisation of the Vienna Conference under the title “Protecting Civilians in Urban Warfare”, which will take place from 1 to 2 October 2019 at the Austria Center Vienna in Vienna, Austria. The information provided in this note may be subject to change and will be updated accordingly. 1. DATE AND VENUE The Vienna Conference on “Protecting Civilians in Urban Warfare” will take place from 1 to 2 October at the Austria Center Vienna. For further details on the conference venue and how to get there, please see Annex 2. The host of the conference is the Federal Ministry for Europe, Integration and Foreign Affairs of the Republic of Austria. 2. SESSIONS The sessions will take place from 9.00 to 17:15 on the first and from 9:00 to 15:45 on the second day, with time for a lunch break/side events from 12:00 to 13:30 on the first and from 12:30 to 13:30 on the second day. 3. HIGH-LEVEL OPENING The official programme of the conference will start with a high-level segment on Tuesday, 1 October from 9:00 to 10:00. Details can be found in the programme. 4. RECEPTION All participants are invited to a reception hosted by the Federal Minister for Europe, Integration and Foreign Affairs on Tuesday, 1 October at 18:00 at “Palais Niederösterreich”, a historic mansion located in the heart of Vienna’s City Centre. From 17:30 onwards, bus transport for participants will be provided from the conference venue Austria Center Vienna to ”Palais Niederösterreich” (access by show of conference badge). 5. REGISTRATION AND ACCREDITATION For the purpose of this conference, representatives of governments, international organizations as well as non-governmental organizations are referred to as “delegates”. Accreditation of delegates requires two steps: - Each delegation member needs to complete the online registration form available on the conference website under www.POC19Vienna.at - In addition, the accrediting state or international organization is requested to notify the composition of the delegation to the Ministry for Europe, Integration and Foreign affairs/Vienna Conference Team ([email protected]) by Note Verbale. NGOs are requested to notify the composition of the delegation to the Ministry for Europe, Integration and Foreign affairs/Vienna Conference Team ([email protected]) by official letter signed by the head of the NGO. Personal data will be used exclusively for the purpose of the conference. Names, official function, affiliation, and e-mail address of conference participants will be compiled in a participants’ list to be shared among delegates. All other personal data will be deleted after the conference. 6. BADGES AND ACCESS Each accredited delegate to the conference will be provided a badge, which gives access to the conference 3 venue. Please note that the badges are personalised and non-transferable and must be worn visibly at all times during the conference. Distribution of badges will take place at the beginning of the conference at the conference venue at the welcome desk. In the case of any additional queries regarding the registration and accreditation procedure or any last minute changes please contact [email protected]. 7. CONFERENCE WEBSITE The conference website www.POC19Vienna.at contains more detailed information on the contents of the conference, registration and accreditation, the sponsorship programme and logistical as well as other organisational aspects. 8. PRESS AND MEDIA At the conference venue, a working area for media representatives will be available. More detailed information on media accreditation and the press programme will be available prior to the conference on the conference website www.POC19Vienna.at 9. VISA Please note that nationals of certain countries require a Schengen visa to enter Austria. A list of these countries is available at the Federal Ministry of the Interior under the following link: https://www.bmi.gv.at/202/Fremdenpolizei_und_Grenzkontrolle/Visumpflichtige_Laender/start.aspx (Website available in German only, though the links listed include an English translation) You will find relevant information and practical references concerning entry to Austria or the Schengen Area as well as information about the application process under the following link: https://www.bmeia.gv.at/en/travel-stay/entry-and-residence-in-austria/ You can find the Austrian representation for your country under http://www.bmeia.gv.at/en/embassies- consulates/search-for-austrian-representations/ (see Annex 1) We advise you to apply for your visa in good time – in any case by September 1, 2019 at the latest – at the Austrian diplomatic representation competent for your place of residence. If there is no Austrian representation situated in your country of residence, you may submit your application for a Schengen visa at the embassy of the Schengen partner state that represents Austria (please note: the proceedings at the embassies representing Austria follow the relevant regulations of the respective state). An overview of these representations is indicated in Annex 1. 10. SPONSORSHIP PROGRAMME FOR LEAST DEVELOPED COUNTRIES A limited sponsorship programme is available for government delegates from Least Developed Countries (LDCs)1. In addition to completing the registration process for participation in the conference, the submission of an application form for the sponsorship programme is required. All inquiries concerning the eligibility and the application process should be addressed to [email protected]. 1 LDCs: https://www.un.org/development/desa/dpad/least-developed-country-category/ldcs-at-a- glance.html 4 More Information regarding the sponsorship programme is available on the conference website: www.POC19Vienna.at. 11. TRANSPORTATION With the exception of bus transport from conference venue to “Palais Niederösterreich” for the reception on October 1, no transportation will be provided to delegates. Vienna offers a vast public transport network consisting of underground, tram and bus lines. The conference venue ACV is located a few steps from U1 metro station “Kaisermühlen – Vienna International Centre” which connects to the City centre in an 8 minutes ride. Tickets are available at ticket offices or vending machines situated in metro stations and at the larger bus/tram stops (for more information see Annex 2). 12. ACCOMMODATION Delegates are responsible for booking their hotel accommodation; please note that October is a very busy month especially regarding the hotels close to the conference
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